Posted By Dave Cameron We sometimes have employees where due to a work (or non-work)-related condition say, for example back-related problem, we have to look at fitness for role and capability and make adjustments as to what that person can/cannot do. This assessment is then recorded, reviewed etc. My question is really - how would you suggest this is best recorded and in what format? Identify the tasks and what control measures have been implemented similar to a risk assessment format? a straightforward narrative report? I realise the assessment is the important issue but interested to hear how other members might present their findings.

Posted By Steph Hi Dave Staff should complete a 'Pre-employment' questionnaire where they declare any issues; this should go directly to your Occupational Health (OH) Provider (it should not be viewed by anyone other than the OH). The OH will then assess the questionnaire against the job description and advise re fitness for work and whether any adjustments are required. This report will come to the HR dept who can then make the decision re employment. Remember that folks cannot be forced to declare issues, however if they don't tell you you can't manage them adequately. HR needs to get involved if you find out later that there is an issue which should have been declared. Some issues will be identified and addressed by a workplace and DSE assessment, and also at appraisals. For staff who develop a condition (following accident/illness/etc), an action plan for phased return, adjustments, etc can often easily be agreed between the manager and the person; remember that the person will know what help they need, so talk to them. For more complicated issues or where there is doubt a referral to a OH is needed. The OH will meet them and report of their professional opinion, with recommendations for adjustments/not fit/etc. This will go to the person, their manager and HR. You are advised to follow their recommendations or something as good as. Worth noting, that if adjustments are required Access to Work should be contacted for practical and financial support (for new staff within the first 6 weeks for often 100% funding). Remember that OH does not replace good management; they will provide competent advice to help the managers manage. If you don't use OH, you will often be unable to determine with any competency what to do. This is because any underlying medical issues can only be assessed by a medically trained person; the OH can ask for a GP's report or an Occi GP appointment, to assist them in their recommendations. These reports and meeting notes should be held and stored in compliance with the Data Protection Act. Too many managers want to know the diagnosis or medical terminology - why? And too many staff feel the need to tell their managers the technical details; when what is actually needed is an assessment by a competent person (eg a DSE Assessor, OH,) of how to support this person. I recommend you ask a good OH provider (your local PCT has one) to meet with HR and H&S teams to help them understand what OH is all about. Where abouts are you? I can give you the names of a few OH providers in Yorkshire, the Midlands and nationwide. Sorry if it's a bit long, but hope this helps; please mail me if I can help further. Regards, Stephanie